When the CAO gets a VVP Referral Form (PA 900V) from a PHA, it should:
1. Search its client files to make sure the case is active.
If the case is closed, the CAO should enter the information on the PA 900V form and return it to the PHA.
2. Make sure the PHA filled in all the information needed on the form.
3. If any information is missing, get the missing information from the person at the PHA who conducted the interview, and enter the missing data on the form.
When the CAO decides that an individual is eligible for the VVP Program, it should:
1. Complete a HS 764 form and submit it to clerical support for data entry.
2. Complete the PA 900V form and return a copy to the PHA.
3. Enter the vendor payment information into the electronic-Client Information System (eCIS).
The cash benefit is reduced with the first benefit of the next full month that can be met with proper notice. The benefit is reduced by one half of the rent amount. The reduced amount begins with the first payment cycle in the next full month whose deadline can be met.
If the vendor payment is larger than the client’s monthly grant, enter the grant amount as the vendor payment amount.
4. Make sure eCIS issues a “Voluntary Vendor Payment Enrollment” notice to the individual. (See Appendix C.)
To change the amount paid for an individual's rent, the CAO should:
1. Review the Amended Referral Form (PA 901V) submitted by the PHA for any changes to the PHA’s or the tenant’s information. A PA 901-V is also completed by the CAO if any changes in the benefit amount or eligibility status affects the Voluntary Vendor Payment amount.
2. Complete section IV of the form to show how the change will affect the rent payment.
3. Return a copy of the form to the PHA.
4. Update eCIS.
Change the amount of the vendor payment
If the new amount is larger than the individual’s monthly grant, enter the grant amount as the vendor payment amount
If the individual's monthly grant is less than $10, the system will automatically stop vendor payments.
Send proper notice explaining the new vendor payment amount and how it affects the cash benefit.
Payments to PHAs for a tenant’s rent will be stopped if
The tenant moves from the area where the PHA provides services.
The tenant appeals the payment.
The tenant requests withdrawal from Voluntary Vendor Payment.
NOTE: The effective date in the notice should be the first payment date of the next full month.
1. Ask the individual to write a note requesting withdrawal.
2. Complete the PA 901V and send a copy to the vendor.
3. Update eCIS. The system:
Issues a full public assistance benefit to the individual.
Removes the case from the Vendor Payment Advice report. (See 940.4 Payment Vendor Advice Report.)
Issues a notice letting the individual know that rent payments are being stopped. (See Appendix C.)
Cases that have been stopped or suspended can be restarted.
For cases restarted within 30 calendar days from the date payment was stopped, payments to the PHA will automatically start again
For cases to be restarted later than 30 calendar days from the date payment was stopped, the vendor must send in new PA 901V and PA 905V forms. In these cases, the CAO should:
1. Tell the cash recipient to have the PHA send in the new forms.
2. Process an updated HS 764 for data entry after getting the form from the PHA.
3. Complete the PA 901V and return the appropriate copy to the PHA.
4. Enter the vendor payment information into eCIS. (See 940.32 Setting Up the Payment.)
NOTE: If the case is suspended effective with the 9/2 payment date and reinstated on 9/28, which in this case is after the deadline for the first payment date in October, the vendor payment will not begin until the first payment cycle in the next full month whose deadline can be met, which is November.
Benefits issued to individuals to cover retroactive periods should not have vendor payments deducted. The benefit issued to the individual should be for the full semi-monthly amount for the payment period.
If an individual does not get a benefit that was issued, the CAO should replace only the individual's portion of the grant. It should not issue a new check to the PHA for that payment cycle.
Revised October 18, 2024, replacing February 23, 2017